Executive Assistant to the COO | US AI Tech Firm | Full-Time 9–5 PT

About Us
We are a US company (California-based). We move fast, we use AI tools across everything we do, and we're building a small, high-trust team. We're looking for a sharp, reliable Executive Assistant to work directly with our COO.

About the Role
You'll be the operational right hand to our COO — the person who keeps the inbox, calendar, customer and investor coordination, events, recruiting logistics, and daily operations running without friction. This is a high-trust role: you'll handle sensitive customer, investor, and company information, so discretion and reliability are non-negotiable.

This is a long-term, full-time position for someone proactive and detail-obsessed who thinks a step ahead. You won't just execute tasks — you'll protect the COO's time, catch things before they slip, and bring order to a busy schedule.

We are AI-native and strongly prefer candidates comfortable using AI tools (ChatGPT, Claude, Gemini, AI note-takers, automations) as part of daily work.

What You'll Do
Your responsibilities will grow as you build trust. Core areas include:

Inbox & Communications
- Triage the inbox daily; surface what's urgent and important
- Group non-urgent items for batch review
- Draft replies for routine emails; follow up on open threads
- Research context on senders or topics when needed

Calendar, Focus Time & Travel
- Own the calendar: schedule, batch similar meetings, defend focus blocks
- Politely push back on or decline low-value meetings
- Coordinate LA-SF travel and event travel (flights, hotels, ground transport)
- Book restaurants and venues for customer and investor meetups

Customer Call Support
- Call leads the day before and again on the day of their meeting to confirm they will attend; if a lead can't make it, remove them from the calendar and reschedule
- Trigger our Airtable automation and surface the prep doc before each call
- Send templated post-call follow-ups from the CRM
- Turn AI note-taker output into clean, structured summaries (key quotes, FAQs, cross-call learnings)
- Organize recordings and notes into Drive

Investor & Fundraising Coordination
- Schedule investor meetings using set time-window rules; send calendar invites
- Assemble pre-call prep docs and drop them in the right Drive folder before each call
- Keep the COO on schedule for the monthly investor update; send it to the investor list only after the COO has written and approved it
- Track and remind on important investor follow-ups

Events
- Source relevant customer- and investor-facing events
- Register us and add to the calendar
- Build prep cards on who to meet
- Help coordinate intros before and follow-ups after

Recruiting Coordination
- Schedule candidate calls
- Send standard rejection emails
- Do light pre-interview research on candidates
- Maintain the sourcing list

Legal & Vendor Coordination
- Track back-and-forth with our law firm and remind the COO to respond quickly (administrative tracking only — no legal work)
- Maintain a list of paid subscriptions; flag renewals before auto-charge; surface and (with approval) cancel unused tools
- Coordinate with our bookkeeper rather than duplicate work

CRM, Drive & File Organization
- Keep the Airtable CRM clean: log interactions, add contacts, update status fields
- Organize Drive across customer, investor, internal, and legal folders
- Maintain clean file-naming and folder structure

Social Media Support
- Monitor LinkedIn, X, and YouTube for our company accounts and leadership
- Surface DMs and comments that need a response
- Draft responses and post with approval; escalate anything sensitive with a suggested draft

Industry Intel Briefing
- Deliver a daily or weekly digest of construction/AEC industry news, competitor moves, and updates on our customers and prospects — in a 5-minute skim format

Who We're Looking For
- 2+ years experience as an EA, VA, or operations assistant, ideally supporting a founder or executive
- Excellent written English AND strong spoken English — you will be making confirmation calls to US-based leads, so a clear, professional phone manner is required
- Extremely organized and detail-oriented — you don't let things slip
- Proactive and confident enough to defend a calendar and push back on low-value requests, politely
- Discreet and trustworthy with confidential information
- Comfortable with AI tools and quick to learn new software
- Reliable internet with a backup connection
- Able to work full-time on US Pacific hours (overnight in the Philippines)

Work Setup
- Full-time, 48 hours/week, Monday to Saturday
- Hours: 9:00 AM - 5:00 PM US Pacific Time
- 100% remote, work from home
- Tools: Google Workspace, Airtable, ---------- , Hubstaff, Tailscale VPN, AI note-takers
- Your time is tracked with Hubstaff during working hours
- Your screen and camera must be shared on ---------- during all working hours

Compensation
- $3-$5/hour USD, depending on experience
- Paid monthly via Wise — payment is made 15 days after the first of the following month
- Long-term role with room to grow in responsibility and rate

How to Apply
Please follow these steps carefully — applications that don't follow them will not be reviewed:

1. Start your application with the word **COMPASS** so we know you read the full post.
2. Include a short note about your relevant EA/VA experience and why US hours work for you.
3. Attach your resume.
4. Record a short Loom video (2-3 minutes), camera on, no script. Tell us who you are, walk us through your relevant experience, and share one example of a time you managed a busy executive's inbox or calendar — or caught something important before it slipped.

By applying, please confirm you understand and agree to:
- Sharing your screen AND keeping your camera on for all hours you are working, with your time tracked by Hubstaff
- Working US Pacific hours, Monday to Saturday (overnight in the Philippines)
- Monthly payment via Wise, made 15 days after the first of the following month

We review every complete application and respond to strong candidates. We look forward to meeting you.